Upload the file
Afiavi exports the entries as a CSV file in the expected column layout and uploads it with Upload entries file for import. Nothing is posted yet. Exowpee reads each row and checks it: the date, the journal, the accounts, whether the entry balances, and more. The answer is a stored import that is either validated or rejected.Review the checks
A rejected import is not an error screen: it is a record that tells her which rows failed and why. Afiavi opens it with View an entry import, and asks for the rows to read the error on each one. List entry imports shows all the uploads of the book with their status. An import with errors cannot be corrected in place. She fixes the file, deletes the rejected import with Delete an entry import and uploads the new file.Post it
When the import is validated, Afiavi posts it with Post imported entries. One entry is created for each entry number of the file, all at once. Each entry is checked again at that moment: if one is refused, nothing is posted.The rules
- The accounting module must be in the organization’s plan, and the book must be set up for accounting.
- In the organization space the person needs an access grant on the book named in the request, and the actions are Upload entries file for import, View an entry import, Post imported entries and Delete an entry import.
- The file must be a CSV of at most 10 MB with values separated by semicolons, a name ending in
.csv, a header row with all the required columns (no unknown or repeated ones), and between 1 and 2,000 data rows. - A file that does not meet these conditions is refused. A row that fails a check does not refuse the upload: the import is stored as rejected, with the errors recorded per row.
- Row checks include: a date in an open fiscal period, a known journal and a known account that can receive entries, one positive amount in debit or credit, and balanced entries. They also refuse entries on VAT accounts for a period already covered by a VAT declaration.
- The rows are returned by View an entry import only with
?include=rows, and only to someone who holds the permission to view imports. - The status filter of the list accepts staged, validated, rejected and posted.
- An import that is already posted, or that is rejected, cannot be posted. A posted import cannot be deleted. Deleting an import removes its rows and the stored file, and does not touch entries posted before.
- Posting records the identifiers of the entries created. Posting is all or nothing: one refused entry cancels the whole batch.
All the actions of this topic
- Post imported entries (organization): Turns a validated import file into real accounting entries, all at once (organization space).
- List entry imports (organization): Lists the file imports of accounting entries made in the book (organization space), with their status.
- Upload entries file for import (organization): Uploads a CSV file of accounting entries and checks every row; nothing is posted yet (organization space). Files with errors are marked rejected.
- View an entry import (organization): Shows an import with its status and any row errors (organization space).
- Delete an entry import (organization): Discards an uploaded entries file that has not been posted (organization space).
- Post imported entries (client account): Turns a validated import file into real accounting entries, all at once (client space).
- List entry imports (client account): Lists the file imports of accounting entries made in the book (client space), with their status.
- Upload entries file for import (client account): Uploads a CSV file of accounting entries and checks every row; nothing is posted yet (client space). Files with errors are marked rejected.
- View an entry import (client account): Shows an import with its status and any row errors (client space).
- Delete an entry import (client account): Discards an uploaded entries file that has not been posted (client space).